R 151652Z FEB 13
ALCOAST 059/13
COMDTNOTE 4500
SUBJ: USCG-WIDE PHYSICAL INVENTORY OF PERSONAL PROPERTY HERITAGE,
MULTI-USE HERITAGE AND COGAP ASSETS - WARNING ORDER
A. FINANCIAL RESOURCE MANAGEMENT MANUAL-PROCEDURES (FRMM-P),
COMDTINST M7100.4 (SERIES)
B. U.S. COAST GUARD PERSONAL PROPERTY MANAGEMENT MANUAL, COMDTINST
M4500.5 (SERIES)
C. FINANCIAL RESOURCE MANAGEMENT MANUAL (FRMM), COMDTINST M7100.3
(SERIES)
1. AS PART OF THE COAST GUARDS EFFORT TO REMEDIATE ALL CLASSES OF
PERSONAL PROPERTY FOR THE ANNUAL FINANCIAL STATEMENT AUDIT, A
USCG-WIDE PHYSICAL INVENTORY OF PERSONAL PROPERTY HERITAGE, MULTI-USE
HERITAGE AND COAST GUARD ART PROGRAM (COGAP) ASSETS WILL BE HELD 11
MAR - 19 MARCH 2013 IAW REF A. THIS PHYSICAL INVENTORY WILL INCLUDE
ALL COAST GUARD PERSONAL PROPERTY CATEGORIZED AS HERITAGE, MULTI-USE
HERITAGE AND COGAP ASSETS. ALL COAST GUARD UNITS WILL BE REQUIRED TO
PERFORM THE INVENTORY PROCEDURES AND SUBMIT AN INVENTORY PACKAGE.
THIS INVENTORY IS SEPARATE FROM THE SEMIANNUAL USCG-WIDE INVENTORY OF
PERSONAL PROPERTY ASSETS. HOWEVER THE LONG-TERM GOAL IS TO
INCORPORATE HERITAGE ASSETS INTO THE SEMIANNUAL INVENTORY. THE NEXT
SEMIANNUAL USCG-WIDE PHYSICAL INVENTORY WILL OCCUR IN APRIL 2013.
2. DEFINITION. HERITAGE ASSET - ANY HISTORICAL PERSONAL PROPERTY
THAT IS IDENTIFIED BY COMDT (CG-09224) AND RETAINED BY THE COAST
GUARD BECAUSE OF ITS HISTORIC, CULTURAL, EDUCATIONAL OR ARTISTIC
VALUE THAT HELPS ILLUSTRATE THE MILITARY, SOCIAL, AND CULTURAL
HERITAGE OF THE COAST GUARD AND ITS PREDECESSOR AGENCIES.
3. RESPONSIBILITIES:
A. COMMANDING OFFICERS, OFFICERS IN CHARGE, AND UNIT-LEVEL
SUPERVISORS ARE RESPONSIBLE FOR ENSURING THEIR UNIT COMPLETES THE
INVENTORY REPORT DURING THE SPECIFIED TIME PERIOD AND ALSO FOR
CERTIFYING THE EXISTENCE AND COMPLETENESS OF PERSONAL PROPERTY
HERITAGE ASSETS FOR THEIR UNIT.
B. ACCOUNTABLE PROPERTY OFFICERS (APOS) ARE RESPONSIBLE FOR THE
OVERALL EXECUTION AND MANAGEMENT OF THE PHYSICAL INVENTORY AT THEIR
UNIT AND SUBMISSION OF THE INVENTORY REPORT TO COMDT (CG-844).
C. CHAINS OF COMMAND ARE RESPONSIBLE FOR ENSURING THAT ALL
SUBORDINATE UNITS HAVE AN OPFAC IN ORACLE FIXED ASSET MODULE (FAM)
ASSIGNED BY THE OFCO PROCESS AND THAT ALL SUBORDINATE UNITS SUBMIT
THEIR INVENTORY PACKAGES BY THE DEADLINE.
D. COMDT (CG-09224) IS RESPONSIBLE FOR ENSURING ALL PROGRAM
MANAGED ASSETS ARE REVIEWED PERIODICALLY AND LISTED PROPERLY WITHIN
ORACLE FAM.
4. TIMELINE FOR USCG-WIDE PHYSICAL INVENTORY OF PERSONAL PROPERTY
HERITAGE ASSETS.
A. 15 FEB - 10 MAR 2013: COMMANDING OFFICERS, OFFICERS-IN-CHARGE,
UNIT-LEVEL SUPERVISORS, AND APOS ARE DIRECTED TO REVIEW THE PHYSICAL
INVENTORY PORTAL SITE.
B. 11 MAR - 19 MAR 2013: COUNT PHASE. ALL USCG UNITS CONDUCT
USCG-WIDE PHYSICAL INVENTORY OF HERITAGE ASSETS AS PER (PARA 1). ALL
UNITS MUST SUBMIT THE FINAL PHYSICAL INVENTORY CERTIFICATION PACKAGE
NLT COB 19 MAR 2013.
C. 11 MAR - 26 MAR 2013: COMDT (CG-844) REVIEWS PHYSICAL
INVENTORY
PACKAGE SUBMISSIONS.
D. 11 MAR - 05 APR 2013: FINCEN (FR) UPDATES ORACLE FAM WITH ALL
ADDITIONS, DELETIONS, AND EDITS IDENTIFIED DURING THE HERITAGE
INVENTORY.
5. THE CG PORTAL SITE WILL BE THE SINGLE SOURCE FOR ALL PHYSICAL
INVENTORY NEEDS. THE SITE INCLUDES ALL DOCUMENTS NECESSARY TO
FACILITATE THE INVENTORY AND CAN BE ACCESSED FROM THE FOLLOWING LINK:
HTTPS://CGLINK.USCG.MIL/ADB0CA2D. AN OUTLOOK E-MAIL INBOX HAS BEEN
CREATED FOR THE SUBMISSION OF INVENTORY PACKAGES, QUESTIONS, AND THE
REPORTING OF ISSUES. THE E-MAIL ADDRESS IS CG-PHY-INV(AT)USCG.MIL.
UNDERWAY UNITS THAT HAVE NO CONNECTIVITY SHALL USE THE INVENTORY
SUBMISSION MESSAGE. AN EXAMPLE IS POSTED ON THE PHYSICAL INVENTORY
PORTAL. UNDERWAY UNITS HAVING QUESTIONS ON THE PROCEDURES CAN USE THE
CG-PHY-INV(AT)USCG.MIL EMAIL ADDRESS OR SEND RECORD MESSAGE TRAFFIC.
6. IN PREPARATION FOR THIS PHYSICAL INVENTORY OF HERITAGE ASSETS,
UNITS MUST BE PROACTIVE AND ENSURE THAT THEIR ORACLE FAM RECORDS ARE
ACCURATE PRIOR TO THE PHYSICAL INVENTORY.
7. POCS: LT JOHN LEGATE: JOHN.M.LEGATE(AT)USCG.MIL AND MISS KRISTIN
DEVENDORF: KRISTIN.L.DEVENDORF(AT)USCG.MIL.
8. M. D. SHERIDAN, DIRECTOR OF FINANCIAL OPERATIONS/COMPTROLLER,
SENDS.
9. INTERNET RELEASE AUTHORIZED.